University of Wisconsin-Madison

UNIFORM, LINEN AND TOWEL RENTAL AND LAUNDRY SERVICES

07-5194

UNIFORM, LINEN AND TOWEL RENTAL AND LAUNDRY SERVICES

Non-UW-Madison users contact: Vendor Representative

February 1, 2007, through January 31, 2008, with automatic renewal extensions to January 31, 2012, unless amended, cancelled or rebid. The University reserves the right to extend beyond the Contract Term if deemed to be in the best interest of the University.

954-03
954-05
977-39
983-86

Phone, Fax, E-mail

SEE BELOW

SPECIFICATIONS

1. UNIVERSITY CONTRACT RESPONSIBILITIES:
1. The University shall be responsible for verifying the count and items shown on the delivery slip upon delivery.  Upon any discrepancy the University will notify the contractor within 24 hours or the University will be responsible for the amounts indicated.
2. The University shall provide areas of size, number, and location consistent with the exchange inventory of items required for storage.  Storage areas shall be selected by the University and be mutually agreeable to the contractor.
3. The University shall furnish the contractor the number of inventory items needed prior to the beginning of each semester and summer session period at each location.
4. The University shall be responsible for the costs of pest control in all storage areas where the contractors' inventories are located.  The contractor shall be responsible for notifying the University of any pests sighted.
5. The University may periodically inspect the laundry facilities and equipment of the contractor with a contractor's employee.
6. Inventories of products may be increased or reduced based on needs of the University and mutual agreement between the Contractor and the UW Customer. In areas of dispute, the University Contract Administrator will be the final judge of an appropriate inventory level.
2. CONTRACTOR RESPONSIBILITIES:
1. This contract is for the rental of Uniform, Linen and Towels, maintaining in-stock inventory, pick-up of soiled items, cleaning, ironing, processing, bundling and delivery to respective University locations for immediate shelf and in-service use.  Student laundry services are not a part of this contract.
2. The contractor shall have full responsibility for the costs of any damage or loss to their equipment.  The contractor is also responsible for damages to any premises of the University caused by the negligence of the contractor or his employees.
3. The contractor shall furnish all linens, supplies and equipment clearly identified as the contractors and provide all staff necessary for the operation of the Uniform, Linen and Towel Rental and Laundry services.  Replaced dusting tools (frames and handles) shall be provided at no extra charge.
4. When appropriate, the University shall advise the contractor of campus functions which may require additional Uniform, Linen and Towel Rental service.  Athletic tournaments, large conferences and department sponsored activities are examples of such functions.  It will be the contractor’s responsibility to supply the additional items when needed.
5. The uniforms, linens and towels shall be maintained throughout the life of this contract in condition satisfactory to the University.  The contractor shall adhere to the highest standards of cleanliness and sanitary practices.
6. The contractor shall work directly with each designated University department contact in day-to-day matters pertaining to this rental service.
7. Contractor, when requested, will do an item count at point of pick up and point of delivery and verify that count with Department staff before leaving delivery/pick-up location.
8. The contractor shall be responsible for verifying the count and items shown on a pick up slip.  Upon any discrepancy, the contractor shall notify the University within 24 hours or the contractor will be responsible for the amounts indicated on pick-up slip. The University will not be charged for the contractor failing to document linen or garment counts.
9. Contractor must supply products and services meeting specifications for uniforms, linens and towels as shown on the Itemized Bid List, (based on current manufacturer and part numbers).
10. The contractor is responsible for fulfilling the contract in the event of breakdown or other reason which would cause inability to perform this contract at main place of business.
11. For COG items, the Contractor will work with customers to identify and keep separate items coming from different departments to avoid mixing and/or loss of inventories.  This identification may include the addition of different color threads or seams, stamping or other methods of identifying individual inventories.
3. TIMELINESS OF DELIVERY:
1. Individual delivery locations are shown on Attachment D – Service Location List.  Delivery schedules will be established between the Contractor and the individual departments involved.  The schedule may be adjusted by mutual consent to allow for less stops by Contractor if less frequent service would be to both parties advantage.
2. The contractor is required to notify the ordering department of any back order, discontinuation of item(s) or other delays in shipping within 2 working days of receipt of order or release order.
4. LONG CONTINUOUS TOWELS
   
1. Long Continuous Towels (LCT) usage's are shown on the Itemized Bid List. Contractor must provide cabinets at no additional cost to each location. Contractor's cabinets are to be maintained in good operating and good visible condition.
2. Towel fabric must be 80/20 Cotton-Polyester. Each roll must meet or exceed 3.9 pounds per 40 yard long roll and be 10 inches wide. Material weight must meet or exceed 3.9 pounds per 100 square feet.
5. CONTRACT TRANSFER
   1. On expiration or termination of the contract, the University and contractor shall conduct a joint physical inventory of all clean and soiled rental items at the University. At that time, the contractor shall issue the University a credit for all returned clean rental items at the rates quoted per bid submittal or amended to this contract. This inventory shall also be used to make final reconciliation of lost or damaged rental items. Final payments to the contractor shall be withheld until all transactions or arrangements for inventory reconciliation and item removals have been completed to the satisfaction of the University.
   2. Rental items and rental equipment not removed from the University locations on termination of this contract and/or after ten days written notice to the contractor may be removed and placed in storage by the University. All costs of removal and storage shall be the contractor's. If after 30 days from the date of written notice for removal, the rental items and rental equipment remain at the University the disposition shall be at the discretion of the University.
   3. Near the end of the term of this agreement, if the vendor is asked to "put on" inventory, the vendor may offer a buy out plan based on standard of usage depreciation. It will be up to the individual department to decide to accept or deny the buy out plan.
6. KEYS AND SECURITY
   1. The University may provide Contractor with keys required for access to some service areas. NO BUILDING KEYS MAY BE COPIED. Outside entrance door keys shall be the only keys to be issued to the Contractor's employees and permitted to leave the building. If keys are lost, Contractor shall be responsible for the total cost of rekeying and replacement of all locks and keys. Contractor's employees shall not admit anyone to areas controlled by a key in their possession.

1. All rental items shall be washed, extracted, tumbled, ironed and folded, as required, using only non-allergic soaps, detergents, bleaches or other chemicals to render the finished products clean.

8. REPAIR OR REPLACEMENT DUE TO DAMAGE OR LOSS

1. Quality control is the contractor's responsibility. Worn items are to be replaced promptly by the contractor at no cost to the University. Standard of normal usage is defined for the purposes of this contract as 18 months in service.
2. The contractor shall repair or replace worn or damaged items as a result of normal wear and tear at no additional charge to the University. Repair of all rental items shall be performed by the contractor, acceptable to the University, rendering the item useful and retaining an aesthetic appearance. The University shall not repair any items owned by the contractor. Items older than 18 months old must be promptly replaced by the contractor at no cost to the University if requested by the University.
3. Any item rejected for use by the University shall be replaced promptly by the contractor to the satisfaction of the University at no cost.
4. The University shall only be responsible for damage or loss of items which can be documented as having occurred while in use or storage at the University and attributed to University employee neglect. The University shall reimburse the contractor for verified losses at the contractor's replacement costs which shall include the charge for cleaning. Damaged items for which the University paid shall become the property of the University. The University's rental inventory shall be replenished for any replaced items.

Revision History

AMENDMENT #1 (4/27/07): issued to: (1) correct contract period and (2) add two new jackets (GO-0575 and GO-0356 as items 76A and 76B.

(6/08/07): added an Invoice Code column for items 63 through 97.

(5/21/09): updated sales rep information for Aramark.

AMENDMENT #2 (11/06/09): issued to: (1) delete some duplicate items (items 38, 39, 41 and 55); (2) add some new ones (22A, 23A, 23B, 48A, 62A, 62B, 62C, 65A, 66A, 75A, 76C, 85A, 89A, 91A, 92A, 102A and 106A); (3) update the invoice code column; and (4) add a new column called order code.